Section 1925.510  Copying of Records; Fees

a)         In accordance with Section 1925.520, unless a fee is otherwise fixed by statute, the Agency will provide copies of records and certifications of records in accordance with the fee schedule set forth in Appendix A.

b)         In calculating its actual cost for reproducing records or for the use of the equipment of the Agency to reproduce records, the Agency shall not include the costs of any search for and review of the records or other personnel costs associated with reproducing the records, except for commercial requests as provided in FOIA. (Section 6(b) of FOIA)

c)         Copies of records will be provided to the requester only upon payment of any fees due.  The Agency may charge the requester for the actual cost of purchasing the recording medium, whether disc, diskette, tape, or other medium along with reasonable costs of copying records onto such medium.  If a request is not a request for a commercial purpose or a voluminous request, the Agency may not charge the requester for the costs of any search for and review of the records or other personnel costs associated with reproducing the records.  (Section 6(a) of FOIA) Payment must be by check or money order sent to the Agency, payable to "Illinois Department of Public Health".

d)         If a contractor is used to inspect or copy records, the following procedures shall apply:

1)         The requester, rather than the Agency, must contract with the contractor;

2)         The requester is responsible for all fees charged by the contractor;

3)         The requester must notify the Agency of the contractor to be used prior to the scheduled on-site inspection or copying;

4)         Only Agency personnel may provide records to the contractor;

5)         The Agency must have verification that the requester has paid the Agency, if payment is due, for the copying of the records before providing the records to the contractor; and

6)         The requester must provide to the Agency the contractor's written agreement to hold the records secure and to copy the records only for the purpose stated by the requester.

(Source:  Amended at 49 Ill. Reg. 15977, effective December 2, 2025)